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Finance/Grants Officer Job in Kenya

Job Description

Job Title:
Finance/Grants Officer Kenya
Department: Finance
Programme Area : Kenya
Location: Nairobi, with regular visits to field sites
Accountable to: Country Finance Director
Staff directly supervised: None
Working with : Kenya programmes team, Finance team, Kisii and Turkana field teams   
Contract Duration:  6 Months – with possibility of extension
Starting Date: ASAP           
Salary:  Ksh 85,000 - 91,000 per month (dependant on relevant experience)                                 
Benefits: Insurance cover, housing allowance at 15%, annual leave entitlement of 24 days per annum 

Merlin Objective

Merlin is a British humanitarian Non Governmental Organisation providing health care to populations in crises. Merlin exists to provide an immediate and effective response to medical emergencies throughout the world.

Overall Objectives of the Position
  • Ensuring that Merlin Kenya complies with all financial aspects of donor and statutory compliance.
  • Providing sound analysis and information to the senior management team on the finances of the Merlin Kenya to aid decision-making.
  • Supporting and guiding field finance staff in Kisii and Turkana, to enable them to take on increased responsibility over time.
  • Proactively suggesting and implementing improvements to the Country Finance Director in the processes followed at Nairobi, Kisii and Turkana.
  • Assisting the field teams with the development of proposals for new projects.
Job Responsibilities
  • Assist field teams with the preparation of interim and final financial reports for donors and actually preparing these reports themselves when necessary.
  • Produce timely and accurate monthly BVA (Budget versus actual) reports and provide analysis on this to the programme team.
  • Assist programme team in budget preparation and review budgets, amendments and forecasts for donors, working closely with the field teams
  • Proactively develop the financial information produced and discussed with the programme team, to better meet the needs of that team.
  • Alert the programmes team of areas of risk, including any need for cost extensions/no-cost extensions.
  • Ensure compliance with the financial and other requirements of donors through monitoring visits to the field and initiation of internal audits/reviews twice a year in every field site
  • Supervise and maintain financial compliance with local regulations in respect of financial and other matters such as registration and reporting and taxation
  • Ensure that field teams are aware of and adhere to donor and Merlin compliance requirements.
  • Perform ad hoc checks on compliance when at field sites.
  • Facilitate capacity building workshops to ensure understanding and implementation of Merlin Finance Policies and donor and statutory requirements, for field and programmes teams
  • Ensure that annual internal and external audits are conducted in a timely and efficient manner and that recommendations are followed up for Kenya field sites
  • Proactively become involved in the programmes team meetings to ensure full integration of finance into the team.
  • Ensure that donor submission deadlines of budgets and reports are planned well in advance, with a clear timeline of responsibilities.
  • Ensure that donor submission deadlines of budgets and reports are met.
  • Assess the financial status of sub-grantees, providing training and support.
  • Prepare timely requests for donor funds for review by the Country Finance Director
  • Ensure proper banking/cash procedures are followed in the field, address faults on time in appropriate manner
  • To ensure that all finance documents are properly managed (original and copies), secure and complete. Ensure donor files are regularly updated and properly maintained
  • Produce and maintain a costing document which gives clear and accurate cost estimates based on actual amounts for use in financial proposals.
  • To give feedback on field finance staff for use in their appraisals and performance management.
  • Any other responsibilities as requested by the Finance Director
  • In the absence of the Finance/Grants Officer for Somalia, provide temporary cover on the job.
Person specification

  • Excellent time and task management skills
  • Proactive and energetic problem solver
  • Ability to analyse financial information and communicate financial information to non-finance staff
  • Good team player
  • Flexible attitude to changing priorities
  • Proven administration skills
  • Excellent written and spoken English
  • Intelligent and quick-learner, with a strong academic background
  • Accountancy qualification or a similar qualification from a recognised university
  • Previous finance experience within international NGO
  • Previous experience of managing grants
  • Experience of training, supporting and developing staff desirable
How to Apply

All applications should be sent to:

HR Department,
Merlin, Nairobi Office,
P.O Box 3350 – 00200, Nairobi, Kenya
Email to:

Application deadline is 5:00pm on Wednesday, 12 December 2012. Please note that only short listed candidates will be contacted.

Data Protection

Please note that in accordance with the 1998 Data Protection Act, Merlin will hold and use personal information that you have given for the purpose of recruitment and employment. 

This information can be stored in manual and/or electronic form. 

This information may also be disclosed to third parties in accordance with the Data Protection Act.  

In cases where a job offer is conditional on ensuring that potential employees’ names do not appear on counter terrorism lists generated by the United Nations, European Union or the United States due to donor funding requirements, Merlin will use the information that you have given for checking that your name does not appear on these lists.

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